What are the responsibilities and job description for the Administrative Assistant position at Full Circle Human Resources?
Our client is a growing forensic psychology practice in Newport, NH, seeking a highly organized, professional, and proactive Administrative Assistant to support the practice's day-to-day operations remotely (with some in-person expectation). We are a small practice, and this candidate will support the primary practice owner full-time.
The ideal candidate takes initiative, communicates professionally, handles confidential information with discretion, and enjoys bringing structure and organization to a fast-moving practice. This person should be comfortable helping the practice owner stay organized, accountable, and ahead of deadlines.
We do not offer benefits or paid time off at this time, but anticipate finding the perfect combination of needs in the future.
Primary Duties:
- Responsible for managing incoming and outgoing email and telephone communications. This includes managing the practice owner’s email account and calendar.
- Must communicate professionally with attorneys, law offices, clients, medical providers, and other involved parties.
- Must represent the practice and practice owner in the highest professional regard.
- Responsible for requesting, receiving, organizing, and maintaining legal and case-related records.
- Responsible for maintaining confidential electronic case files.
- Coordinates and schedules remote and in-person evaluations.
- Manages the practice calendar, appointments, meetings, court-related commitments, and deadlines.
- Responsible for training active cases, evaluation progress, reports, and other deliverables to ensure deadlines are met.
- Responsible for keeping the practice owner on track with reminders, lists, and follow-ups.
- Responsible for tracking invoices, receiving payments, and tracking outstanding balances.
- Coordinates flights, hotels, transportation, and other travel arrangements when needed.
- Prepares administrative notes, correspondence, and follow-up communications.
- Maintains professional credentials, licenses, and renewals.
- Assists with occasional in-person administrative needs in the Newport, NH area.
- Identifies opportunities to improve administrative systems, workflows, organization, and efficiency.
Secondary Duties:
- May be responsible for running errands specific to practice operations within a 30-mile radius.
- Provide additional administrative and practice support as needs evolve.
Skills:
- Excellent written and verbal communication skills.
- Strong organization, time management, and attention to detail.
- Ability to manage multiple cases, deadlines, appointments, and priorities simultaneously.
- Professional and responsive communication with attorneys, clients, medical providers, and other professionals.
- Strong judgment, discretion, and ability to maintain confidentiality.
- Self-directed with the ability to anticipate needs, take action, and follow through without constant supervision.
- Comfortable providing reminders, tracking commitments, and helping keep the practice owner accountable.
- Ability to adapt quickly to changing priorities and time-sensitive requests.
- Strong computer and cloud-based technology skills, including Windows, Gmail, Google Calendar, Google Drive, and Dropbox.
- Ability to learn new case management, billing, scheduling, and document-management systems.
- Must have some flexibility with working hours and schedule.
Education:
- High school diploma or equivalent required.
- Associate's or bachelor’s degree in business administration, legal studies, healthcare administration, psychology, or related field preferred.
Experience:
- 2-5 years of administrative, executive assistant, office management, or professional practice support experience preferred.
- Experience in legal, healthcare, behavioral health, or other confidential professional environment strongly preferred.
Physical Requirements:
- Ability to sit at a desk for extended periods of time.
Other:
- This job description was written for the Administrative Assistant role. This position must fulfill “other duties” as assigned by the manager, as they fit within the scope of the position.
Pay: $60,000.00 per year
Benefits:
- Flexible schedule
Work Location: Remote
Salary : $60,000